TutorTrack

Privacy Policy

Effective June 10, 2026

This policy explains what data TutorTrack (tutortrackai.com) collects, why, and what happens to it. The short version: we collect what's needed to run the product, we send your transcripts to an AI provider only to generate your drafts, we never sell your data, and you can delete your account from Settings at any time.

1. What we collect

  • Account data — name, email, password (stored hashed), and plan/subscription status.
  • Session content — transcripts you upload or that are pulled from your connected Zoom account, plus the AI outputs derived from them: recaps, summaries, assignments, parent-email drafts, invoices, and each student's memory file.
  • Student and parent data you enter — student names and emails, parent contact emails, per-student rates, scores and progress data.
  • Payment data — handled by Stripe. We store subscription status and invoice metadata; we never see or store card numbers or bank details.
  • Usage analytics — page views and product events via PostHog and Vercel Analytics, used to understand and improve the product.

2. How we use it

  • To run the product: generate drafts from your sessions, maintain memory files, send the emails you approve, and create the invoices you approve.
  • To process transcripts with AI: session content is sent to our AI provider (currently Google's Gemini API) solely to generate your drafts and memory-file updates. We do not use your content to train our own models, and we do not sell it to anyone.
  • To communicate with you: transactional email (verification, receipts, the reminders you configure) via Resend. We don't send marketing email without your consent.
  • To keep the service secure and improve it, using aggregate usage analytics.

3. Who processes data on our behalf

We use a small set of service providers, each only for what's listed:

  • Vercel — application hosting, file storage, and analytics
  • Neon — PostgreSQL database hosting
  • Google (Gemini API) — AI draft generation from session content
  • Stripe — subscription billing and tutor invoicing (Stripe Connect)
  • Zoom — session recordings/transcripts, only if you connect your Zoom account (OAuth tokens are stored encrypted; you can disconnect at any time)
  • Resend — transactional email delivery
  • Upstash — rate limiting and background job queueing
  • PostHog — product analytics

4. Students and minors

Many tutoring students are under 18. We collect only the student information a tutor or student enters (name, email, schoolwork-related data) and use it solely to provide the service to that tutor and student. Tutors are responsible for obtaining any required parental consent before adding a minor student or recording their sessions. Parents or guardians can ask us to delete a student's data at support@tutortrackai.com.

5. Retention and deletion

  • Your data is kept while your account is active.
  • Deleting your account (Settings → Delete account) permanently deactivates it: your personal information (name, email, sign-in credentials) is anonymized immediately, your tutor profile and classes are taken offline, and any subscription is cancelled.
  • If you also want the underlying content (transcripts, drafts, memory files) fully erased, email support@tutortrackai.com and we'll do it.
  • Backups and service-provider logs age out on their own schedules after deletion.

6. Security

All traffic is encrypted in transit (TLS). Passwords are stored hashed, Zoom OAuth tokens are encrypted at rest, and access to production systems is restricted. No system is perfectly secure — if we learn of a breach affecting your data, we'll notify you promptly.

7. Cookies

We use cookies for sign-in sessions (essential) and analytics. We don't run third-party advertising or tracking networks.

8. Your rights

You can access and update your data in the app and delete your account yourself. Depending on where you live you may have additional legal rights (access, correction, deletion, portability) — email us and we'll honor them.

9. Changes and contact

We'll post any changes here and give notice for material ones. Questions: support@tutortrackai.com. See also our Terms of Service.